AIC Holdings - Executive Assistant / Senior Business Administrator

Trinity Park Talent Opportunities•Fort Worth, TX

17d•Onsite

About The Position

AIC Holdings is an established multi-generational family office in Fort Worth, Texas with a diverse portfolio spanning operating companies, public markets, alternative investments, and real estate. We are seeking an exceptional Executive Assistant to support our executive team and family principals, reporting directly to the COO. This is an in-office position (Monday – Friday, with occasional evening flexibility required) where the Executive Assistant will join a small and collaborative team of 10-15 professionals. This cornerstone position requires extraordinary judgment, sophisticated organizational skills, and the ability to seamlessly manage complex responsibilities across business and personal domains. You will serve as a trusted partner to our leadership while maintaining the highest standards of discretion and confidentiality. The ideal candidate will thrive in anticipating needs, transforming complexity into simplicity, and navigating the unique dynamics of significant family wealth with grace and professionalism. This is more than an administrative role—it's an opportunity to directly impact the preservation and growth of a lasting family legacy while gaining unparalleled exposure to diverse business ventures and investment strategies. Learn more at: https://aicholdings.com/

Requirements

Bachelor's degree or equivalent professional experience
5+ years supporting C-level executives in financial services, private wealth, family offices, or a similar environment
Advanced Microsoft Office proficiency and document management systems expertise
Exceptional written/verbal communication and organizational skills
Proven track record maintaining absolute discretion with sensitive information
Ability to work independently while anticipating needs proactively
Demonstrated ability to manage up and influence without authority

Nice To Haves

Investment fund, direct family office, or UHNW client service experience
Understanding of investment terminology and wealth management concepts
Notary public certification or willingness to obtain
Experience with project management tools
Experience utilizing A.I. to optimize workflow efficiency and outcomes

Responsibilities

Manage complex calendars across multiple time zones for executives and family principals
Arrange sophisticated travel itineraries including private aviation coordination
Serve as primary liaison with other family offices, personal assistants, and business partners
Track important dates, milestones, and manage executive memberships
Screen and prioritize all incoming communications with exceptional judgment
Process expense reports, invoice approvals, and reconcile corporate credit cards
Coordinate with accounting on reimbursements and budget tracking
Maintain comprehensive insurance portfolio database
Oversee document execution including signatures and notarizations
Manage highly confidential filing systems (physical and digital)
Draft, edit, and distribute correspondence, meeting materials, and board packets
Prepare executive summaries from lengthy reports and complex information
Create and maintain organizational charts, contact databases, and relationship maps
Manage virtual meeting platforms and video conferencing for global participants
Lead planning for family office events, meetings, and visiting guest arrangements
Manage business gift programs and coordinate special projects
Track action items from meetings and initiatives
Assist with due diligence processes and confidential deal flow documentation